How to Get All SharePoint List Items in Power Automate?

The Power Automate Get items action retrieves all the items in a SharePoint list with all the columns and their values. We can also filter the list items by using filter conditions and parameters.

In this tutorial, I will explain how to work with the Power Automate Get items flow action and its parameters and discuss how to get all SharePoint list items in Power Automate.

Power Automate Get Items Action

The Power Automate get items action pulls up every item in a SharePoint list, along with its column and value. You may find this in standard connections.

The Get items action shares similarities with the ‘Get files’ flow action, as both possess the same capabilities. However, it’s important to note that ‘Get items’ functions with SharePoint lists, whereas ‘Get files’ is limited to SharePoint libraries.

Parameters of Power Automate’s ‘Get items’ flow action:

1. Site Address: Select the SharePoint site address where the list is present.
2. List Name: Under a SharePoint site, choose a specific list from where to fetch the information.
3. Limit Entries to Folder: This option allows us to choose a particular folder within the SharePoint list to extract the list items. By default, this flow action will retrieve all the items within the SharePoint list.
4. Include Nested Items: Since SharePoint folders also contain subfolders, this option retrieves all the information in the subfolders of the selected folder, ignoring all the other folders.
5. Filter Query: This will be useful for filtering all the SharePoint list items that can be returned in a Power Automate flow based on the filter query conditions.
6. Order By: This property will be helpful without manually sorting SharePoint list items into ascending or descending based on the column.
7. Top Count: It will return the number of items we specified from the SharePoint list or the number of existing records until 100. By default, Power Automate returns 100 items from the SharePoint list.
8. Limit Columns by View: This property helps you work with a specific set of columns by selecting the list views. By default, the ‘Get items’ action will retrieve all the columns presented in a SharePoint list.

Limitation: In the Power Automate 'Get items' flow action, we can increase the item limit upto 5,000 threshold limit of list views. If the item limit is beyond 5000, it fails the Power Automate flow.
For this case, we have to enable 'Pagination' option in the settings of 'Get items' flow action.

Get All SharePoint List Items in Power Automate [Using Get Items Action]

I will show you how to get all the SharePoint list items using the Power Automate ‘Get Items’ flow action.

Let’s look at how to create a Power Automate flow to get items from the SharePoint list.

Follow the step-wise process:

1. Log into Power Automate with your Microsoft credentials. Then follow: Click on +Create -> Select ‘Instant cloud flow‘ -> In the next window, Name the flow and choose trigger ‘Manually trigger a flow’ -> Click Create.

2. Below that, take a ‘Get items‘ flow action. Click the ‘Show advanced option’ and fill in the required details, like Site Address, List Name, etc., as shown in the screenshot below.

3. To display all the retrieved data from a Sharepoint list, add a ‘Create HTML table‘ to present the details in a tabular form.

• From: Add the ‘Value’ from get items of dynamic content.
• Columns: Select the Custom column from the drop-down.

4. The flow is ready, and we can Test it. For this, click Save and the test flow manually.

5. Since it is a manually triggered flow, it will retrieve all the list items based on the conditions and parameters provided in the ‘Get items’ flow action without adding a new item to the SharePoint list.

This is how to get all SharePoint list items by Power Automate get items flow action.

Conclusion

I hope you learned how to use the Get Items Power Automate action. I have also explained how to get all SharePoint list items in Power Automate using the Get items flow action with various examples.

You may also like:

• Power Automate Get Items Filter Query Date
• Power Automate Get items Order By
• Power Automate Get Items Filter Query Multiple Conditions
• 3 Various Ways to Copy Files in Power Automate
• Get Email Address From Name in Power Automate

Preeti Sahu

Preeti Sahu is an expert in Power Apps and has over six years of experience working with SharePoint Online and the Power Platform. She is the co-author of Microsoft Power Platform: A Deep Dive book. As a Power Platform developer, she has worked on developing various tools using Power Apps and Power Automate. She also makes Microsoft 365 videos and shares them on YouTube.